Customer service, the interaction between the client and the supplier is an integral part of the purchasing and user experience, and as such, is the key to continued success in business.

What are the reasons for poor customer service?
Top 10 Reasons for poor customer service and their solution

1. People are not trained. When an organization does not spend the time to fully train their people the consequence is poor service.

Solution: Dedicate resources (time and money) for training and reinforcement. Employees should be fully informed about company goals, the products and services. Emphasis and training should be focused upon the importance of listening and responding to the customer’s requests. People can only do the job if they are given the right tools and objectives. It costs money to train people. It will cost more if you decide not to train them.

2. People don’t care. Selecting the correct personality is crucial for your business success. Apathetic or self centered personality types have no place in a business that requires customer contact.

Solution: Focus the selection and evaluation process to identify personalities that do not fit the required profile. Get the wrong people out immediately, it also sends a clear message to everyone.

3. Sabotage. Angry or frustrated employees can actively work to sabotage and try to destroy the company.

Solution: Keep honest and open communications with employees. Informally and formally review performance, goals, objectives and feelings to stop potential problems before they reach the customers. Get these people out of the front lines immediately.

4. Employees don’t believe in the company, product or service. If the image, marketing and promotion of the company is quite different from the reality, workers will not be able to sustain a positive attitude in the face of problems they know exist.

5. Personal problems reflected in work. When an employee’s personal life is in crisis or out of control, they may exercise control, aggression and negativism toward customers in an attempt to put some part of their life in order.

Solution: Clear communications with employees: If their personal life is affecting work performance, talk about it. Time off, access to counseling or just listening may prevent more serious problems.

6. Burnt out. Too much negative, too many complaints can lower a person’s level of commitment and move their positive and helpful attitude to an apathetic one.

Solution: Constant communication helps to identify who is burning out and why. Get customer service people together to talk of success and how to deal with the frustrations. Provide recognition or incentives for excellence in dealing with problems.

7. Not providing the correct solutions to customers, lack of empowerment. There is nothing worse than dealing with an employee who listens to a problem, then shrugs and says they have to ask someone else in the company to intervene and provide a solution.

Solution: Give the people on the front lines the authority, power, tools and ability to solve problems.

8. Don’t see the benefits – don’t understand their role in the company.

Solution: Employees project an image of the company. They are the company. They should be reminded of their importance and value to the customer and to the company. Incentives, recognition, training and constant reinforcement are important.

9. Apathetic from hearing the same problems over and over. A fundamental role of the customer service division is to provide constant feedback on how customers view the company, the products and the service. If this feedback is not analyzed and acted upon by upper management a feeling of apathy and frustration is created.

Solution: Set up a model and procedure for the accumulation, analysis and implementation of solutions for the problems identified by customer service.

10. Incentives/salary not tied to results.

Solution: If you insist that the company depends upon people, and that people are the key to success, implement compensation packages, evaluations and incentives that support and reinforce this.

The usual method is by analyzing revenue or sales. The customer who buys the most, or generates the most profit is the best customer.

We almost never pin the “best customer” award on the client who pushes us, complains and forces us to change, unless they meet the sales volume or profit test. It is exactly the “uncomfortable” customer who may be providing the new ideas required in order for your organization to survive in the future.

The same criteria applies to your employees and staff. Who is the “best employee”? Is it the conformist, the one who never makes any waves, never creates conflict or challenges your ideas? The disruptor, the individual who questions and challenges the status quo, might be your organizations best friend.

There are three types of organizations; one that creates the future, one that adapts to changes in the future, and one that fails to survive.

Your “best” customers and employees should be helping you prepare for tomorrow, not just sustaining your operations today.